JOB DESCRIPTION FACILITIES MANAGER

JOB DESCRIPTION FACILITIES MANAGER Job Title: Facilities Manager Band: Band 7 Directorate: Estates & Facilities Reports To: Head of Estates & Facilities Accountable To: Director of Estates & Facilities Main Base: TBC Contract Status: Permanent AFC JOB Reference: 82/2016 JOB SUMMARY/PURPOSE The post holder will be responsible for the on-going operational organisation and service delivery of a range of Facilities Services ensuring services meet the required CQC,NHS, legal and locally agreed service standards. The post holder will be responsible and accountable for delivering agreed standards and monitoring a range of services including catering and domestics services. They will play a key role in delivering the Directorates performance and business targets. Banded 7 1

Organisational Chart Key Relationships: Heads of Estates & Facilities Head of EME & EF Compliance Estates and Facilities Managers Estates & Facilities Compliance Managers Estates & Facilities Supervisors Senior Managers from other NHS Trusts Senior staff from External Contractors and Agencies Head of Procurement KEY DUTIES Communicates with a range of contacts, for example, Managers at all levels, staff and, where appropriate, patients, visitors and other clients on issues relating to the efficient functioning of the designated Facilities area of responsibility. Such communication will involve information of a complex, sensitive or contentious nature, and require, on occasions, a range of interpersonal skills including, for example, persuasion and motivation. Be required to analyse and make judgements on a range of situations, for example deployment of staff to ensure effective cover or performance. Such situations may also include comparing available options. Contribute towards the creation and implementation of the Directorate Strategy for delivery of services to stakeholders, taking into account current and future provider and commissioner objectives, financial resources, clinical concerns and legislative issues. Banded 7 2

Develop operational support strategies that are sensitive to user needs, flexible and responsive to changing requirements and supports the delivery of care across the Trust. Plan and organise the Facilities functions, involving, for example, work schedules/rotas and may also be responsible for the co-ordination of activities with other health professionals and external bodies, relevant to the department function. A flexible approach will be required in order to ensure that appropriate adjustments can be made relevant to changing circumstances. Deputise for operational issues across the full range of Facilities services in the absence of the Head of Estates & Facilities. Represent Head of Estates & Facilities where required, e.g., meetings with internal and external stakeholders. Contribute to the development and maintenance of the Directorate strategy. Provide advice, information or guidance to a range of contacts, including internal & external customers. KEY RESPONSIBILITES Responsible for workforce planning including current and future workforce needs. Ensures that relevant Trust and Local Policies and Procedures are followed and implemented within the designated area of responsibility, develop and maintain appropriate internal working practices & procedures relevant to the Facilities function but which may also impact on other disciplines. Hold departmental budget for area of responsibility in respect of, for example, staffing, external contractors and equipment, ensuring services are appropriately procured to deliver value for money. Through the use of benchmarking, budgetary and other measurements analyse performance and effectiveness of services and present the results and plans arising from the analyses. Ensure Cost Improvement Plans are delivered in a timely manner. Acts as an authorised signatory in respect of, for example, stock requisitions and own staff time sheets and travel expenses. Be responsible for the management of the Facilities staff within the designated area of responsibility. The range of authority in this respect will be dependent upon the internal Management reporting arrangements, but will include a combination of acting as an Appointment Panel member, making recruitment and selection decisions, conducting Personal Development Reviews, dealing with the initial and subsequent stages of disciplinary, grievance, sickness absence and performance Banded 7 3

issues, ensuring that appropriate training is delivered to all staff, individual staff member(s) work allocation and checking or the allocation and re-allocation of blocks of work. Have a specific responsibility for ensuring that relevant Departmental/Area paperbased and/or computerised information systems are developed, managed and adequately maintained. May be required to input data and produce standard/ad hoc reports. Responsible to the Head of Estates & Facilities for compliance across the Directorate which will include PAM, ERIC and the productivity dashboard. Review and implement recommendations from external statutory and professional inspections, e.g., Health and Safety Executive, CQC, etc. Assist the Head of Estates & Facilities to ensure business continuity plans are robust. Identify any risks associated with the provision of catering and domestic services and develop robust plans to mitigate, monitor and manage these risks. Report all incidents on the Trust s Datix reporting system, Review, complete and forward for closure all Datix incidents raised for catering and domestic services. To participate in Serious Incident Investigations or Never Event as and when required. Investigate potential revenue income streams for Estates & Facilities services external to the Trust, negotiate and implement where applicable. Attend site outside of normal working hours if required, for a Major Incident or other emergency situation. Work with partner organisations, other managers and staff to continuously improve the quality and timeliness of departmental services in order to enhance the user s experience. Assist the Heads of Estates & Facilities in developing quality standards and Quality Assurance protocols (e.g., NHS PAM and ERIC data) for the services. Communicate service related information of a complex nature effectively to other senior managers and service users. Encourage a culture of staff fairness and openness. Wherever necessary, participates in Trust, Directorate or Department/Area surveys relating to own or patient/visitor experiences. In addition to observing the departmental rules and procedures, which all staff are required to observe and follow, the post holder is also required to follow the Trust s Banded 7 4

general policies and procedures that apply to the employment relationship. Whilst the Trust recognises specific responsibilities fall upon management, it is also the duty of the post holder to accept personal responsibility for the practical application of these policies, procedure and standards. The post holder should familiarise themselves with these, and ensure they have an understanding of them, and adhere to them. KEY VALUES The Post holder will ensure that the Trusts core values are firmly embedded in their routine work activities and the Trust expects all employees to demonstrate our values as part of their day to day work: Values, drivers and motivators: - Caring about what we do. - Respecting and valuing each other - Listening in order to improve (always seeking to improve) - Always doing what we can to be helpful Providing support by: - Working in partnership and responding to local needs - Respecting Differences: Building on similarities. - Empowering people to be involved in decisions about how we provide care - Encouraging others to behave respectfully in line with our values - Suggesting Values Behavior s to influence and perform efficiently in line with our brand. STANDARD GENERIC ITEMS Health & Safety: Under the Health and Safety at Work etc Act 1974 it is the responsibility of individual employees at every level to take care of their own health and safety at work, and that of others who may be affected by their acts at work. This includes co-operating with management in complying with health and safety obligations, particularly by reporting promptly any defects, risks or potential hazards. The post-holder is required to undertake annual training in respect of Health and Safety and comply and adhere to all Trust Health and Safety Policies. Fire: The post-holder must adhere to the Trust s Fire Policy, including attendance at training. The post holder will uphold and support York Hospitals NHS Foundation Trust in its goal to promote and embed diversity and inclusivity throughout the organisation. The post holder will, in support of The Trust s aims, ensure that everyone is treated as an individual, with dignity and respect Further, the post holder will embrace the Trust s philosophy that as individuals we Banded 7 5

are all unique, and will acknowledge and value difference in order to treat everyone fairly'. In order to ensure the Trust s ability to respond to changes in the needs of the service, the Trust may make a change on a temporary or permanent basis, that are deemed reasonable in the circumstances, to the duties and responsibilities outlined in the job description. Any change will be made with reasonable notice, taking into account the circumstances of the Trust and the post-holder. Banded 7 6